POLICY STATEMENT
ACCIDENT & INCIDENT REPORTING PROTOCOLS & PROCEDURES
STATEMENT
The purpose of this policy statement is to define the requirements of accident and incident reporting within The Big Life group and the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).
The scope of this policy statement affects all personnel involved in the operation of business related to The Big Life group.
POLICY
It is our policy to report all accidents, industrial diseases and dangerous occurrences as detailed in the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013.
In addition, all incidents will be recorded and investigated if necessary in an attempt to prevent a recurrence. Employees are instructed to report all such occurrences immediately. They should also ensure that an incident report is completed regardless of the severity of the incident. If, because of their injury, they are incapable of making an immediate report then their representative or manager will make that report. When full the Accident Book should be kept by the relevant Centre / Service for at least three (3) years.
Accidents will be classified as Major or Minor, A Major accident is an over-seven day injury, Disease or Dangerous Occurrence reportable in line with the above Regulations and the appropriate action will be taken should they be reportable to the Enforcing Authority.
Incidents and near misses also need to be reported using the guidelines for incidents and Serious Untoward Incidents [SUI] located within this policy and the relevant report form completed.
Accident Reporting Procedure.
1. When an accident occurs within The Big Life group it is important firstly to ensure the injured person receives the correct first aid treatment. Following this an accident report will have to be completed on a standard BI150 accident reporting book by the person in control of the worksite for example, centre manager or supervisor. The accident report should be photocopied once. The original tear out sheet should be stored in a confidential file to ensure data protection legislation is not breached.
2. Once the person in control of the work area has completed the accident report form and communicated with the Executive Director or Assistant Director for their service / centre, then the following procedure will be put into place. It is imperative that if The Big Life group encounters any serious incidents including major reportable incidents under RIDDOR or fatalities, that The Big Life group contact their legal advisors as a matter of urgency so that any potential problems with the regulators can be dealt with in a swift manner and the correct legal advice given.
3. If the accident is a RIDDOR reportable event, Seven days incapacitation (not counting the day on which the accident happened). Incapacitation means that the worker is absent or is unable to do work that they would reasonably be expected to do as part of their normal work. Employers, and others with responsibilities under RIDDOR, must still keep a record of all over-seven day-injuries – if the employer has an accident book, then this record will be enough
4. The Centre or Service Manager will compile statistics based on the type of injury sustained, the type of accident and also the part of the body injured and this will be put into a spreadsheet on a monthly basis and forwarded to senior management who will discuss at the Service Governance meeting.
5. It is imperative that RIDDOR reports are sent within the required timescale to the regulators.
6. The collated statistics for The Big Life group will be discussed at Clinical & Service Governance Board meetings and the information captured within the accident statistics will assist in setting a strategy to reduce accidents and incidents within the workplace for The Big Life group.
Informing Contacts.
Parents / Guardians / Carers may suffer traumatic shock. In the event of major injury, on most occasions, it is better if they are informed personally by a senior member of staff from the Big Life group, if this is possible, but they do have a right to know as soon as is practically possible.
Other Procedures
Reassure other site personnel, especially witnesses.
If necessary isolate the work area to prevent gossip / rumour.
Mobile phones – do not allow site personnel to spread gossip or rumour; give an accurate version of events.
Do not speak to the media.
1. Accident Form
The Big Life group will maintain statistical data to monitor and audit incidents and accidents throughout the organisation.
The reporting process is vitally important to ensure correct action is taken and, if necessary, the Health and Safety Executive is informed promptly.
Below are reporting guidelines, which must be adhered to and will ensure compliance:
§ Centre & Service Manager’s must ensure the Incident Report Form is fully completed. In respect of Serious Untoward Incidents [SUI] the relevant incident form found at the end of this policy must be completed.
§ When the form has been completed it must be immediately sent to the relevant Senior Manager and a copy to the group Health and Safety Advisor for appropriate action.
2. Information
The reporting of accidents, industrial diseases and dangerous occurrences which are work related is governed by the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR). These Regulations categorise incidents that require action to be taken in reporting certain events to the Enforcing Authority. This section defines the criteria and procedure, which should be followed in the event of any injury, disease or dangerous occurrence arising out of or in connection with work.
All employees must be instructed regarding these procedures and the appropriate records that need to be completed.
3. Accidents - Action to Take
§ All accidents involving personal injury should be reported and treatment should be obtained from the First Aider or Emergency First Aider in the workplace;
§ The First Aider or Emergency First Aider in the workplace should make an assessment of the seriousness of the injury and establish whether or not they can give sufficient treatment. If the injury is of a serious nature, or if there is any doubt, it is recommended that the injured person is sent to the nearest hospital casualty department for appropriate treatment;
§ Refer to accident and investigation policy statement with regard to the correct action when undertaking accident investigation;
§ In addition to the required official notification, all injuries must be recorded on The Big Life group Accident/Incident Report Form and Accident Book.
4. Minor Injuries
If the injury is of a minor nature, first aid treatment should be given. It is then important that the Incident Form is fully completed either by the injured person or a responsible individual on his/her behalf within 24 hours of the incident.
5. Major Injuries
The Director Responsible for Safety & group Health and Safety Advisor should complete the form if the injury is of a serious nature. Major injury categories are clearly defined within the guidance and must be reported to the Health & Safety Executive by telephone immediately.
Under the provision of the Social Security (Claims and Payments) Regulations 1975 an Incident/Accident Book (IR1) should be kept by The Company to record details of all injuries incurred at work however minor. It is therefore important that this document is completed as soon as is practicable following any accident.
6. Injuries Notifiable To Enforcing Authorities
Where a person as a result of an accident arising out of or in connection with work dies or suffers any of the injuries specified below, it is necessary that a responsible person shall:
§ Contact the HSE – RIDDOR, Incident Contact Centre at Caerphilly who will complete the relevant form and send a copy through within 5 working days for confirmation of the details
7. Over seven-Day Injury – Action to Take
Where an employee is incapacitated for more than seven (7) consecutive days (“Over-seven day injury” is one which is not major but results in the injured person being away from work or unable to do their normal work for more than seven days-including non-working days) resulting from an accident at work, the group Health and Safety Advisor must complete the required HSE form through the HSE RIDDOR website.
If doubt exists as to whether or not the accident is reportable, verification should be obtained from the local Health and Safety Executive.
Immediate information that is required to make a report is as follows:
§ Date and time of the accident or dangerous occurrence.
§ The full name, occupation, nature of and condition of the injury of the person affected.
§ The place where the accident or dangerous occurrence happened.
§ A brief description of the circumstances.
8. Death or Major Injury – Action to Take
If there is an accident connected with work and an employee is killed or suffers a major injury, including as a result physical injury, the Director Responsible for Health and Safety must:
§ Contact the HSE – RIDDOR, Incident Contact Centre at Caerphilly immediately who will complete the F2508 form and send a copy through within 5 working days for confirmation of the details
9. Dangerous Occurrences - Action to Take
Where there is a dangerous occurrence at work, the group Health and Safety Advisor shall:
§ Contact the HSE – RIDDOR, Incident Contact Centre at Caerphilly via the HSE website and complete the online form
The person who reports the incident to the Enforcing Authorities shall ensure that the following particulars are recorded:
§ The date and time of the dangerous occurrence
§ The location of the dangerous occurrence.
§ A brief description of the circumstances.
10. Disease - Action to Take
A case of disease should be reported when a person carries out specified types of work and is known to be suffering from a reportable disease.
A case of disease in an employee must be reported only if a written diagnosis has been received from a doctor, e.g. on a medical certificate. Doctors have been asked to use the common descriptions of each disease including the possible causative agent. This will help in deciding when a report should be made.
The report to the Enforcing Authority should be made by the Senior Management via the HSE website. If doubt exists as to whether or not a disease is reportable, verification should be obtained from the local Health and Safety Executive.
11. Near Miss or Damage Incident
All accidents resulting in damage to property, plant, machinery, tools, equipment, vehicles, fixtures or fittings together with near misses should be reported immediately to the relevant Centre or Service Manager and group Health and Safety Advisor.
It is important that these incidents are investigated particularly if potential personal injury was avoided.
It is important to treat 'near miss' incidents seriously. If in the future an injury occurs as a result of a similar incident, it could not be argued that the incident was unforeseen, which could then affect Big Life group’s ability to defend a criminal prosecution or claim for negligence.
12. Injuries to Visitors and Members of the Public
If a person who is not at work is injured on The Big Life group premises or worksites as a result of an accident arising out of or in connection with work, the injury must be reported if that person is taken to a hospital for treatment in respect of that injury
13. Violence at Work
If an employee suffers a “major” or “over seven (7) day physical injury” caused by a non-consensual act of violence whilst at work then the incident is potentially reportable subject to “major injuries” and “over seven (7) day rules”.
Examples include:
(a) employee physically hit by others on-site;
(b) supervisor hit by an employee while giving an instruction to carry out a work related task.
Please refer to the following staff guide and Policy Violence and Aggression.
14. Accident Prevention
The above sections have dealt with the legal requirements for investigating, reporting and recording of incidents. It is, however, most important that the information is also used to prevent a recurrence of the same or similar incidents as part of our incident prevention strategy.
15. The Big Life group Statistics
It is necessary for The Big Life group to maintain accurate statistics of injuries sustained by employees resulting from accidents.
Each Service or Centre Manager must ensure that data is entered into the Service Governance reporting system on a quarterly basis.
16. Correspondence and Liability
All correspondence relating to accidents and incidents at work from external parties must be forwarded to the Director Responsible for Safety – The Chief Executive Officer or other Directors without delay.
No person on the premises or worksite concerned has any authority to make admission of liability. If an employee suffers an accident and injury that is reportable to the enforcing authority it is important that the Director Responsible for Safety – The Chief Executive Officer or other Directors are notified.
STAFF GUIDE
1 DEFINITIONS LISTING
2 EXAMPLE OF ACCIDENT & INCIDENT RECORDS
DEFINITIONS OF MAJOR INJURIES
Reportable major injuries are:
· fractures, other than to fingers, thumbs and toes
· amputations
· any injury likely to lead to permanent loss of sight or reduction in sight
· any crush injury to the head or torso causing damage to the brain or internal organs
· serious burns (including scalding) which:
o covers more than 10% of the body
o causes significant damage to the eyes, respiratory system or other vital organs
· any scalping requiring hospital treatment
· any loss of consciousness caused by head injury or asphyxia
· any other injury arising from working in an enclosed space which:
o leads to hypothermia or heat-induced illness
o requires resuscitation or admittance to hospital for more than 24 hours
NOTE: A full list of major injuries can be found in the detailed guide to the Regulations. If in doubt, contact The Big Life group or HSE for guidance.